Create PRINCE2 Project › Create Project Initiation Documents

Create Project Initiation Documents

The project initiation document brings together the key information to start the project on a sound basis. The document is used to convey the information to all persons interested in the project. The main purpose of this document is to gather the information for the project to answer the What, Why, How, Where and How Much questions.

Once the Project Board members approve the document, the project initiation document provides the baseline for the project and becomes read-only. The document is then used as a reference whenever a major decision is made about the project. At the conclusion of the project, the document is used to measure if the project is managed successfully and delivered an acceptable outcome.

Project initiation documents include the following sections:

• Business Needs
• Constraints, Assumptions & Exclusions
• Scope and Initial Plan

Follow these steps:

1. Open the PRINCE2 project.

   The properties page appears.

2. Open the Properties menu, and click Project Initiation Document.

   The project initiation document properties page appears.

3. Click New.

   The create page appears.

4. Define the following fields and save the changes:

   Title

   Defines the unique name for the project initiation document.

   ID

   Displays the PRINCE2 ID automatically generated for the document.

   PRINCE2 Stage

   Displays the current PRINCE2 stage for the project. This field displays only after saving the changes.

   Report Date

   Displays the current date, or the date of creating the report. This field displays only after saving the changes.

   Approval Status

   Displays the current approval status of this report. This field displays only after saving changes. One of the following stoplights displays:

   • New (gray stop light). The default selection when the report is not yet submitted for review.
   • Submit For Review (yellow stoplight). Displays once the report is submitted for review.
   • Approved (green stoplight). Displays if the report is approved during the review process.
   • Rejected (red stoplight). Displays if the report is rejected during the review process.

   Submit for Review

   Initiates the document review and approval process for this PRINCE2 control if selected. Submit the report after selecting the check box. This field displays only after you save changes.

   See the PRINCE2 Workbook for descriptions of the following fields:

   • Background
   • Project Objectives
   • Business Case
   • Business Reason
   • Business Reason Details
   • Attachments
   • Constraints
   • Assumptions
   • Exclusions
   • Dependencies
   • Alternatives Considered
   • Project Scope
   • Other Deliverables (Products)
   • Initial Risk Log
   • Project Organization Structure
   • Project Organization Structure Attachments
   • Project Quality Plans
   • Acceptance Criteria
   • Initial Project Plan
   • Project Controls
   • Exception Process
   • Contingency Plans

5. Save the changes.

   The project properties list page appears displaying the following fields. To get the latest status, refresh the page using the browser Refresh option.

   Title

   Displays the project initiation document title. Click the title to drill to the project initiation properties page. If the project initiation document is currently in review, the fields are read-only.

   PRINCE2 Stage

   Displays the current PRINCE2 stage for the project. This field displays only after saving the changes.

   Approval Status

   The current approval status of the report.

   Report Date

   Displays the current date, or the date of creating the report. This field displays only after saving the changes.

   Submitted Date

   Displays the date this project initiation document is submitted for review.

   Approval Date

   Displays the date this project initiation document is approved. If not yet approved, this field is empty.

   Days in Review

   Displays the number of days passed from the day the report is submitted for review with the applicable stoplight indicator. This field is empty if the form was rejected or approved, or if the form is not yet submitted for review. The following determines which stoplight appears:

   • A green stoplight appears if Days in Review is >0 and < 5 days
   • A yellow stoplight appears if Days in Review is >= 5 and < 10 days
   • A red stoplight appears if Days in Review is >= 10 day

   Business Reason

   Displays the business reason for the project initiation document report.